Mail room

• For internal mailings, please also indicate the building and the name of the recipient's organisation on circulars or letters.
• For mailings to members of the administration, please indicate the department.
• Please do not enter an address (street, postcode, town) in the addressee field for internal shipment.
• The addition"-in house- can be omitted when implementing the above points.
• We kindly ask you to combine multiple folders to the same recipient with a rubber band.

Examples:

Frieda Fröhlich Frieda Fröhlich Frieda Fröhlich Frieda Fröhlich
- Unit VIII/3 - VW - - Dean's Office JUR - JUR - - Lst. Maths - IM -  

The implementation of the above-mentioned points is necessary due to the increasing number of employees at the University, so that we can continue to guarantee fast and error-free internal post delivery in the future.

Letters that are to be sent on the same day must be delivered to the post office in the administration building by 14:15 from Monday to Thursday and by 12:00 on Friday.

Please note that not all University buildings are served by the postal transport service in the afternoon. In these buildings, outgoing post is not collected and dispatched until the following day.

Please note the information provided by Deutsche Post on the different types of letter mail: Maximum dimensions and weights of letter mail items must be adhered to, otherwise the items will have to be sent as parcels.

Postal delivery time for letters:

Letter mail items (except bulk mail) are delivered to recipients nationwide within 2 working days (E+2) in accordance with the contract with the postal consolidation service PNP-Post.

Tracking for letters:

In principle, there is no tracking for letters. However, if you wish to have your letter tracked, you must choose registered mail. Please refer to the relevant information from Deutsche Post on the different types of enrolment.
Registered mail must be clearly labelled for the post office (e.g. handwritten in ink).

Sending letters abroad:

Letters sent abroad are dispatched once or twice a week, depending on the number of letters to be sent. The postal delivery time depends on the recipient country.
Urgent mail items must be sent by DHL Express.
Please note the regulations on the format and weight of letters sent abroad.

Seining letters with DHL-Express:

Important letters can be shipped with DHL Express. Shipments within Germany are delivered by 12:00 noon of the following day at the latest. Shipments abroad are delivered as quickly as possible. The delivery time depends on the destination country of the shipment. Tracking is possible for shipments within Germany and for shipments abroad.

DHL-Express: domestic/foreign shipment types

 Please note that the shipping costs with DHL Express will be charged to the originating organisational unit.

The costs depend on the weight, the destination and the required delivery time. Within Germany, costs start at 9.25 euros/net per shipment. The costs for shipments abroad start from 8.55 euros/net per shipment.

Shipping with DHL Express must be clearly labelled for the post office (e.g. handwritten in ink). The name and cost centre of the organisational unit, the recipient, the email address, the recipient's mobile phone number and the recipient country must be sent to the post office when shipping with DHL Express.

Please observe the following rules when addressing letters:

• Address block left-aligned
• The font to be used is Arial, 10-12 pt
• The line spacing must be 1 mm to 2.5 mm. (This is the case when using the house font with standard line spacing).
• No blank line between street and destination!
• Other information, e.g. about the type of shipment, must appear above the address in a much smaller font without a blank line.

The following order applies to domestic addresses:

• Salutation, if desired
• Name of the recipient
• More detailed/additional recipient designations, if desired
• District, if desired or required
• Street and house number or PO box
• Postcode and destination in one line

Example:

Ms
Frieda Fröhlich
Purchasing department
Mauenheim
Neue Kempener Str. 220
50739 Cologne

For foreign addresses additionally:

• Place of destination in capital letters, if possible in the language of the country of destination, in Latin letters
• Country name in capital letters as the last line of the address In any case without country code or ISO identifier

Example:

Guiseppe Bertoni
Via Italia 212
20100 MILANO
ITALY

You can also find useful information on the Deutsche Post AG website: Labelling envelopes - Addressing letters.

Parcels that are to be sent on the same day must be delivered to the post office in the administration building by 12:00 noon at the latest from Monday to Friday.

Please note that not all University buildings are served by the postal transport service in the afternoon. In these buildings, outgoing post is not collected and dispatched until the following day.

Parcels can be sent within Germany and abroad. Transport insurance up to 500.00 euros is included.
Tracking is possible for shipments within Germany and for shipments abroad.

Please always state the exact address (name, street, house number, postcode, town) of the recipient. Parcels cannot be sent to PO boxes!

Parcels are always sent via the University of Passau's framework contract service provider Neue Presse Post.
The parcel delivery time within Germany is approx. 3 working days.

It is not possible to send parcels with a return receipt.

Parcel shipping with DHL Express:

Important letters can be shipped with DHL Express. Shipments within Germany are delivered within the following day.
Faster shipping methods such as delivery before 9:00 a.m., etc. are also possible for an additional charge.
Shipments abroad are delivered as quickly as possible. The delivery time depends on the destination country of the shipment. Tracking is possible for shipments within Germany and for shipments abroad.

DHL-Express: domestic/foreign shipment types

Please note that the shipping costs with DHL Express will be charged to the originating organisational unit.

The costs depend on the weight, the destination and the required delivery time. Within Germany, costs start at 9.25 euros/net per shipment. The costs for shipments abroad start from 8.55 euros/net per shipment.

Shipping with DHL Express must be clearly labelled for the mailroom be clearly labelled (e.g. handwritten with a biro). The name andcost centre of the organisational unit, the recipient and the recipient country must be transmitted to the post office when shipping with DHL Express.

DHL to the various building addresses of the University of Passau are delivered directly to the post office in the administration building and forwarded from there to the recipients on the basis of contractual agreements.

Parcels sent via other service providers such as DPD, Hermes, TNT, UPS etc. are sent directly to the delivery address. The parcels are handed in at the reception area (Pforte) of the respective University buildings and forwarded from there to the recipients. If there is no gate in the university building, there are often delays in the delivery of parcels as the parcel drivers do not search the buildings for the recipient.
Parcels are then only delivered to the post office in the administration building via detours by the parcel service and from there forwarded to the recipients by the in-house post office.

Receipt of understamped, freight collect parcels is not possible

Unpaid parcels with insufficient postage cannot be accepted at the University's collection points!
These are parcels for which the recipient (=University) would have to pay the missing postage directly in cash when receiving the parcel. However, this is not possible as there is no cash at the University's collection points.
Understamped parcels are returned directly to the recipient. Delivery to the recipient at the University is therefore delayed enormously!

No reception of private parcels possible

An increasing number of parcels with private contents are being delivered to the University's mail collection points. This places an additional burden on staff who are already working to capacity distributing official mail.

Therefore, please do not send parcels with private contents to the University!

Please use the DHL packing stations at Deutsche Post for private parcels. This free service from DHL enables private parcel delivery near the University.

• Internal and external programmes must be clearly separated.
• Items sent abroad must be sorted separately and handed in at the post office.
• Similar bulk mailings can be sent as dialogue mail. The postal delivery time by Deutsche Post is approx. 5 working days. Dialogpost is approx. 40 % cheaper than sending as standard mail.

Please have the folding and enveloping checked in advance with a sample at the post office.
Due to different paper thicknesses and print types, it may not be possible to process the prints with the mailroom's inserting machine. If this is the case, the sender must commission an external service provider.